# Exhibitor manual template

Sociana template v1.0, reviewed 2026-10-19. Tick items off, add an owner and a date beside each, and delete what does not apply.

## About the show

- [ ] Name, dates and venue address with a map link
- [ ] Show hours for exhibitors and for visitors
- [ ] Who to call for each need, with a phone number and a name
- [ ] Show timeline: move-in, open, close, move-out
- [ ] Rules on ID, badges and who may enter the hall

## Your stall

- [ ] Stall number, size and floor plan with dimensions
- [ ] What is included: furniture, lights, power points, signage
- [ ] Maximum height and what you may hang
- [ ] Fascia name and how to change the wording
- [ ] Rules on branding outside your stall
- [ ] Cleaning and waste rules

## Move-in and move-out

- [ ] Move-in schedule by hall and by day
- [ ] Gate pass and vehicle entry process
- [ ] Loading bay timings and rules
- [ ] Forklift and unloading help, and how to book it
- [ ] Move-out schedule and what must be removed
- [ ] Rules on leaving materials behind

## Power, internet and technical

- [ ] Power load per stall and how to request more
- [ ] Request process and deadline for extra power
- [ ] Wi-Fi details and what to do if you need a wired line
- [ ] Audio and video rules, including volume
- [ ] Rules on demonstrations and equipment

## Safety and compliance

- [ ] Fire safety rules and extinguisher locations
- [ ] Electrical safety rules for anything you bring
- [ ] Insurance requirement for exhibitor property
- [ ] First aid and medical help locations
- [ ] Permits needed for food, drinks or sampling

## Visitors, leads and consent

- [ ] How the visitor scan or lead-capture process works at your stall
- [ ] What visitors have agreed to and what they have not
- [ ] Rules for sharing your collected leads and how to export them
- [ ] Rules on photography of visitors
- [ ] How to handle visitors who ask for their data to be removed

## Marketing and visibility

- [ ] Directory listing: what to submit and by when
- [ ] Logo and description format and size
- [ ] Sponsorship and speaking opportunities
- [ ] App profile: what exhibitors can edit
- [ ] How to schedule a stall announcement

## Logistics and hospitality

- [ ] Passes for staff, with a count and a cut-off date
- [ ] Hotels, transfers and shuttle timings
- [ ] Food and water arrangements for stall staff
- [ ] Storage options and lost-property point

## Deadlines

- [ ] Table of every deadline with date and the person who confirms it
- [ ] Late-submission rules and charges policy, stated without amounts here
- [ ] Cancellation and change process